TOWN OF COATS Board of Commissioners March 21, 2019 Budget Workshop  LABSTRACT:  Ascheduled Budget Workshop of the Board of Commissioners held on March 21, 2019 in the Board of  Commissioners' Meeting Room at Coats Town Hall at 6:00 p.m.  I.ROLL CALL:  Mayor Chris Coats, Mayor Pro-Tem Jerry Beasley, Commissioner. John Raynor, Commissoner)CAlen, Town Manager Nick Holcomb, Town Clerk Karen Wooten, Public Works Director Rodney Pleasant, Police Chief. Jeremy Hall, Recreation Director Mike Collins and Library Director Teresa  Commissioner Allen Mosby and Commissioner Bob Hedrick were present.  Brown were present. II.CALL TO ORDER:  Ac quorum being present, Mayor Coats called the meeting to order at 6:00 p.m.  Mayor Coats delivered the invocation and led those in attendance in the Pledge of Allegiance.  V.DEPARTMENT OPERATIONAL REQUESTS: Police Department (Reference #1)  Chief Jeremy Hall presented the Police Department budget request sharing decreases in some expenditure linei items and asking increases in other expenditures. Expenditures discussed listed  below.  1. Part-time increase-$10,500  2. Vehicle Maintenance Supplies (if no new vehicle) -$10,000 3. Postage increase $325 --Due to code enforcement, certified mailings 4. Training and School - $2,000- -School Cost increasing 5. Capital Outlay - $1,500- Taser Replacement  Chief Hall presented a Vehicle Replacement Schedule, which showed all Police Department vehicles, mileage, and future cost and estimated expenses on both 2013 Chargers. (Reference #2) Mayor Pro-Tem. Jerry Beasley questioned the low mileage on the 2013 Chargers and Chief Hall stated  that mileage is not the issue with the vehicles but the running hours.  1    Discussion among the Board concerning the purchase of another vehicle to keep the department on Mayor Pro-Tem Jerry Beasley stated that het felt this was a good budget and asked about the status on the Hummers. ChiefH Hall informed the Board that they are waiting for the vehicle titles. Chief Hall presented the SRO budget, stating that estimated line items are due to no history to work Town Clerk Karen Wooten informed the Board that $50,171 totals the amount refunded from the Town Manager Nick Holcomb stated that ift the budget works out and no big expenses to come, purchasing a vehicle should be at the top of the list to keep the department vehicle purchases on track. Mayor Pro-tem Jerry Beasley stated if funds allow, include int the budget, however purchasing later in  track purchasing one vehicle each year.  with.  County and reflected in the revenue.  the year around. June. Library (Reference #3)  Library Director Teresa Brown presented the Library expenditures showing no changes from last year  due to the unknown with the County's plans to operate the Library. Commissioner. John Raynor question where the Library stood with the County.  Town Manager Nick Holcomb informed the Board that there has been no decision made and that other towns are not on board due to some contract issues and no long term plans. Mr. Holcomb stated that the concerns of the Western areas not being a municipality and the County funding all the expenses for them are part of the concerns to the other towns. Mr. Holcomb stated that the budget for the Library iss sufficient even if the County does operate our Library at any time during this budget year. Mayor Coats questioned the cost per person for the Library. Mr. Holcomb stated nine dollars ($9) per  person.  Park and Recreation (Reference #4)  Mike Collins Recreation Director presented Parks and Recreation budget request showing decreases andi increases in items and project plans fort the park. Expenditures discussed listed below. 1. Salaries Part-time -$6,000-increase for maintaining at the park  2. etere/Umpres-SIL.000-decreasetwain work to take on some of this role during some 3. Program pple-s800-mereaed $2,000-F Recreation Committee asking to buy  of the games  uniforms-baseball, t-ball, soccer will be uniforms to take home, basketball will be reversible uniforms that we use yearafter  year  4. Landscaping = combines expenses for chemicals and all Landscaping expenditures  2    5. Park Improvements Project - place a coding on the tennis courts, repair fence, outdoor  equipment and explore the possibility ofac communityg garden  tor replace the tennis courts.  Nick Holcomb Town Manager clarified that the $12,000 used as $10,000 for the outdoor exercising equipment and $2,000 would be for materials to repair other areas of the park. Mr. Holcomb stated Mike Collins added that there are plans to put in a permanent soccer field to be available to play year Nick Holcomb Town Manager stated that the outdoor exercising equipment is a positive move for the Commissioner Bob Hedrick mentioned the possibility of a corn hole beingi in the tennis area. Rodney Pleasant Public' Works Director presented the Street Department budget with deceases and  that with the current budget there are repairs funded to spruce up the park.  round.  adults that visit the park.  Public Works (Reference #5) increases in expenditures.  1. Street Signs -$ $2,000- decrease from last year  2. hemlalsPetee-Sioc increase of $100 to cover cost of fire ants  3. Capital Outlay -$10,000-1 requesting new: mower due to the increase repairs to the present Mayor Pro-Tem Jerry Beasley questioned the use of the mower that we. got from the government. Mr. Pleasant stated that the department does use this mower, however limited use because it is nota  mower  commercial mower. Solid Waste (Reference #6) the following.  Rodney Pleasant Public' Works Director presented budget for Solid Waste department with increases to 1. Tipping Fee $19,000-C difficult to budget based on this current year because of the storms 2. Service Main Contract - $130,000-39 estimated increase from Waste Management Rodney Pleasant Public Works Director presented the Water Fund budget highlighting decreases and  Water Fund (Reference #7) increases to expenditures as listed.  1. Professional Services- $1,000 decrease  2. Materials and Supplies - $9,000 increase to cover GPR (possible purchased a used one from 3. Meter and Taps - $9,000 increase due to evelopment-increase to revenues 5. Service Maintenance - Estimate to Sand Blasting Water tank-repairs to Abattoir Road Nick Holcomb Town Manager stated he would cover this expense during the Saturday work session, which pertains to spreading the expense over: a few years to avoid paying out $125,000 at one time.  Dunn)  4. Sewer- $900 - new public works building  6. Capital Outlay $2,000- - Mud Hog (water pump)  3    General Administration, Zoning/Planning, Powell Bill, Cemetery Zoning/Planning, Powell Bill and Cemetery budgets. A. Governing Board (Reference #8)  Nick Holcomb Town Manager presented the Board with General Administration, Governing Board,  1.Salaries- $10,400 Increase Board Salaries at $100 each  Mayor Pro-tem Jerry Beasley asked ift the budget already included a salary increase.  Karen Wooten Town Clerk: stated that all departments included a two percent (2%6) increase in salary with the exception of Town Manager and Town Clerk positions. Ms. Wooten informed the Board that the budget included estimated 3% on Workers Comp, 12% on Health Insurance and 5% on Liability  Insurance.  2. Mid-Carolina Council - no change from last year budget  Nick Holcomb informed the Board withi issues concerning the Mid-Carolina Council changes to possibly  joining another regional council that may be more proactive for the County.  3. Elections $3,500- 3 Board positions open  Commissioner Bob Hedrick questioned what positions are up for election this year. Nick Holcomb Town Manager informed positions for election this year, Bob Hedrick,JCA Allen and Commissioner. John Raynor questioned possibility of "On Premises Alcohol. Sales" ont the ballot. Mr. Holcomb responded that is covered with the NC Commerce report and that the Board would need to make that decision prior to. July to have iti included on the ballot for November. Mr. Holcomb asked Mayor Pro-Tem Jerry Beasley, stated business owners need to come before the Board and request for  Mayor Coats.  direction from the Board on how they wish to address thisi issue. this to be on the ballot and then the Board can vote on it.  3. Coats Chamber- $3,000 funds to cover vents/concerts-Town Manager's decision  B. General Management (Reference #9)  1. Professional Services- $11,000 increase for Ordinance Codification  Board of Commissioners discussed and stated to move the Ordinance codification to another year.  2. Repairs Building $6,000 increase $2,000 for carpet cleaning  Mayor Pro-Tem Jerry Beasley questioned the number of cell phones that the Town pays for.  4    Karen' Wooten Town Clerk stated all seven police officers, five public works employees and one recreation have Town phones and no employees get an allowance for phones.  CZoning/Reference #10)  1. Professional Service - $7,500 -increased $500 2. Outside Contracts $30,000- -increase for five properties  Mayor Pro-Tem Jerry Beasley stated thei importance of the Board supporting Harnett County  concerning the demolition. residents of Coats. D.F Powell Bill (Reference #11)  Commissioner Allen Mosby stated that the zoning actions are not fort the profit of the Town but for the  1. Budget based on estimated Revenue  Nick Holcomb Town Manager stated that there are current bids out for Church Street paving. Mayor Pro-Tem Jerry Beasley mentioned area at Hardees in need of repairs.  E.C Cemetery (Reference #12)  No budgeting conçerns with Cemetery Fund.  Mayor-Pro-Tem Jerry Beasley stated to continue to look for things that need repair at the Cemetery.  V.ADJOURN:  RESOLVE to recess meeting to Saturday morning at 8 a.m. on March 23, 2019.  MOTION BY: COMMISSISONER JOHN RAYNOR: SECOND BY: COMMISSIONER ALLEN MOSBY APPROVED, AYES (5), MAYOR PRO-TEM. JERRY BEASLEY, COMMISSIONERS HEDRICK, ALLEN, MOSBY  AND RAYNOR NOES (0)  5    TOWN OF COATS Board of Commissioners March 23, 2019 Recessed Budget Workshop  L.ROLLCALL:  Mayor Chris Coats, Mayor Pro-Tem Jerry Beasley, Commisioner)CAlen, Commissioner. Allen Mosby,  Commissioner Bob Hedrick and Commissioner. John Raynor were present. Nick Holcomb Town Manager and Karen' Wooten Town Clerk were present. Mayor Coats called the recessed meeting back to order at 8a a.m,  L.REVIEW DEPARTMENTAL REQUEST:  Nick Holcomb Town Manager opened with the review of department request. Mr. Holcomb asked that  the Board discuss requests compared to: (Reference #13)  A. Board's Priorities B. Citizen Concerns C.Taking Cared of what Town Has D. Preparing for Economic Development  Mr. Holcomb shared the unknown factors and current place-holder in proposed budget. (Reference  #14)  A. 2% Salary Increase (exception of Town Manager and Town Clerk)  B.12% Health Insurance Increase C. 5%1 Liability & Property Insurance Increase D. 3% Workers Comp Increase  Police Department  Mayor Pro-Tem Jerry Beasley stated to include purchasing vehicle and buy around this time next year Discussion among the Board was to purchase vehicle during the budget year, which will save on maintenance expenditures. Board also agreed to sell the Crown, Durango and use one of the 2013 for  which will get us backi in the yearly rhythm.  spare.  6    Parksand Recreation  Discussion and agreement among the Board was to approve $12,000 in park improvements, which included cleaning up areas, working on a trail using chipping from publicworks and purchasing outside  exercise equipment. Public' Works  Nick Holcomb Town Manager addressed the purchase of a mower and stated this possibly trimmed  from budget if needed due to thei insurance cost.  Solid Waste  The Board expressed the concerns of the tipping fee expense, expenditures as presented.  Water  No issues with the presented budget needs.  Governing Board  Nick Holcomb Town Manager informed that there is not any actual Chamber funding; however  budgeting $3,000 for support for events and concerts.  General Fund  Discussion among the Board to move the Ordinance codification to another year, due to possible other  changes coming and codify once those issues addressed.  Zoning  No issues with the presented budget needs.  Powel! Bill  No issues with the presented budget needs.  Cemetery  No issues with the presented budget needs.  10-minute break  7    II-CAPTALPROECTS  Nick Holcomb Town Manager presented three Capital Projects for the Board.  A. Main Street B. Park C.General Beautification  Mr. Holcomb shared the Capital Planning and Visioning report fort the Town from NC Commerce. Mr. Holcomb asked the Board to consider a project fund based on the Commerce report, which would not affect the 2019/2020 budget. Mr. Holcomb suggested that revenues received this current year from old Library property sale at $23,100, McKoy taxi foreclosure at $21,000a and Fema at $15,854 to create a Capital Project Fund. Mr. Holcomb asked the Board for their ideas for a smart goal, potential project(s) and what amount to invest. Mr. Holcomb pointed out based on the Economic Development assessment that the three main categories that would have the largest impact were:  A. Appearance and Design B. Downtown Revitalization & Business Development C.Promotion & Community Events  With information from the report, Mr. Holcomb shared suggestions with a potential between $30-  40,000.  A. Town Square or gathering place fore events (Library Gravel lot)  B. Uptown Nature Park/walking path C.Signs and Entryways into Town  D. Miscellaneous Beautification, Christmas Lights, Planters, Benches, Murals, etc. Discussion among the Board was to give approval for Town Square improvement at the gravel parking Commissioner Allen Mosby added that a volunteer day! be organized and work on walking trail att the  lot, welcome sign on 27 and possibly trail at the park.  park and other improvements.  Mr. Holcomb presented Capital Improvement Planning for:  1. General Fund (Reference #15) and asked to purchase police vehicle. 2. Water Fund (Reference #16)  Mr. Holcomb highlighted completions of Public' Works Building, Police Department and Chamber Roof  Mr. Holcomb updated the Board with plans in current budget for the Church Street Hydraulic Loop, S Patterson Street Hydraulic Loop and Carrie Street Tank - replacing the Altitude Valve. Mr. Holcomb added fort the 2019/2020 budget to include the Abattoir Line Pressure at $25,000 and $125,000 Carrie Street Tank Exterior Blast and Interior renovation, to pay over a ten-year plan with American Tank. Discussion among the Board concerning changing companies from Utility Service and contracting with American Tank. Mr. Holcomb explained the one-year plan to cover the cost oft the exterior blast for the  Carrier Street tank and avoiding the Town paying $125,000 at one time.  8    3. Utility Rates and Fee Schedule A. Picnic Shelter Rental $25 B.1"t tapi fee $1,800 2" tapi fee-$ $1,900 + Cost  Mr. Holcomb presentedi increases in Fee Schedule as listed;  Discussion among Board pertaining to Utility Rates were to have no rate increases for Water nor  garbage for budget year 2019/2020.  Mayor Coats informed the Board pertaining to grants available from Duke Powell for emergency needs. Mayor Coats asked that the Board would agree for him to apply for a grant asking for a generator for All of the Board Commissioners agreed for Mayor Coats to apply for the grant for the Town. Final thoughts from the Board were to consider replacing the Carpet in the Boardroom and address the  the Town Hall tol have during emergencies.  traffic issues with the Police Department.  Nick Holcomb Town Manager thanked the Board for their input and directions for him in preparing the Mayor Coats and the Board of Commissioners expressed their appreciation to the Town Manager, Town Clerk and department managers for all their work for the budget work: session.  proposed budget.  IV.ADJOURN:  RESOLVE to adjourn budget work session.  MOTION BY: COMMISSISONER BOB HEDRICK: SECOND BY: COMMISSIONER JOHN RAYNOR APPROVED, AYES (5), MAYOR PRO-TEM JERRY BEASLEY, COMMISSIONERS HEDRICK, ALLEN, MOSBY  AND RAYNOR NOES (0)  Meeting adjourned at 11:04 a.m.  Kanu 7706h Karen F. Wooten, Town Clerk  Chris Coats, Mayor  AL  9